What is Contact Management? – 9 Best Software

Last updated on by Editorial Staff
Contact Management

Customer satisfaction is an essential aspect of the business. Managing contact is one of the crucial systems to satisfy customers.

Keeping track of your contacts can be a daunting task, especially if you have a lot of them.

You need to keep track of their contact information, but you also need to remember why you added them to your list in the first place!

A sound contact managing system can take all of the hassles out of keeping track of your contacts.

This blog post will look into the definition of contact management aim if it, including effective methodologies and tools available. We also look into the difference between the contact management system and CRM system and their benefits of it.

Definition of contact management

It is a system that tracks interaction between a business and customers or prospects, supply chain partners, or other relationships.

Functions usually include call date tracking, note files, follow-up reminders, birthday or anniversary date reminders, and other systematic ways to initiate and track interaction over time.

Contact Management

An average business organization or corporation will most likely lose 50% of its customers within a business cycle of five years.

It mainly occurs due to the imperfect realization of customer requirements by a company or an organization, which keeps on changing with time.

So, it becomes crucial for an organization to effectively address the needs of its customers to retain their repetitive customers. But it’s not an easy task to keep a complete track record of all the customers.

The automated system for contact management isn’t just capable of storing the complete details of an existing customer but capable of performing all the necessary updates.

Aside from all these real-life implications, an automated system is smart enough to incorporate the latest information about recent customer activities. This System is such a computerized system.

Aim of the Contact Management System

The main aim behind the development of an automated system for managing contact is

  1. To assist any organization in storing and retrieving all the information about a pre-existing customer in a way more robust and efficient manner.
  2. To store all the information about a particular customer in an easily retrievable manner.
  3. More efficiently and effectively address customer requirements.
  4. Businesses can then leverage the records of each customer to understand customer preferences and adequately implement them for each lead.
  5. This methodology will allow the company to engage with each customer individually.
  6. Companies can explore the opportunities to upsell or cross-sell the product or services to a customer by engaging directly with customers. Through this strategy, the company can achieve a two-part objective.
  7. The companies can win the trust of their respective customers by providing them with uninterrupted assistance.

Lastly, according to the study proposed by the Harvard Business School, a happy and loyal customer can boost the profitability of a company up to 95 percent.

Effective Methodologies

The first and the most prominent step of establishing a contact maintenance system is to engage directly with the customers seeking a solution to their problem through the product or service the company is providing.

Companies can initiate managing contact by implementing one of the following ways.

  • You can directly engage with the customer by asking him about the products or services being promoted or advertised by the company.
  • You can make cold calling, which includes calling up a particular person and asking him whether they might be interested in the new product or scheme inaugurated by the company.
  • You can contact prospects by internal or external references, i.e., known acquaintances, relatives, or friends of a pre-existing customer.
  • You can make prospects take online surveys and past track records of the customers’ web surfing.
  • You can participate in online events and exhibition events where potential customers can give their details and express their perspectives about the product or service of a company.

When the lead has been created by acting upon the strategies mentioned above, it is then time to build on the information.

  • It is strongly recommended to know as much information as possible about a customer’s preferences and acquire extensive knowledge about how much money a potential customer is willing to spend. It will convert a customer into ever paying client.
  • Consistent engagement with the customers ensures that an organization pays special heed to provide value-added incentives.
  • Through direct interaction with the customer, company personnel can guide their respected customers toward the company’s official website and utilize telephonic conversation to gain firsthand knowledge about the customers’ needs.
  • You can effectively store all the necessary information about a customer more robustly in a central database.
  • Then another great way of knowing a customer’s personal preference is to keep a track record of the IP addresses of the customers visiting the company’s official website regularly.

Through this methodology, an organization can outreach more customers.

Software tools to manage contacts

Softwares for contact management

Automated software for contact management assists you in keeping a track record of all the pre-existing customers.

For the sake of the convenience of our readers, we will be listing the 9 best contact management software well-suited for small businesses.

List of top contact management software

1. Freshsales

This tool automatically provides prospects information who reach you via email, live chat, and web forms. It gives your customer information in a simplified manner.

Webpage of Freshsales


  • Forecast
  • Collaboration 
  • Customer Information Database
  • Event-Triggered Actions
  • Territory Management
  • Third-Party Integrations
  • Document and Sales Pipeline Management


  • Easy to use
  • Provides the best customer support and documentation


  • Need improvement in customer support.

Other details

DeploymentCloud, SaaS, Web-Based
Supported devicesMac, Windows, Android, iPhone, iPad
Supported languagesArabic, Catalan, Czech, Danish, German, English, Estonian, Finnish, French, Hebrew, Hungarian, Indonesian, Italian, Japanese, Korean, Latvian, Dutch, Norwegian, Polish, Portuguese, Romanian, Russian, Slovak, Slovenian, Spanish, Swedish, Thai, Turkish, Ukrainian, Vietnamese, Chinese
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, 24/7 (Live Rep)
TrainingLive Online, Webinars, Documentation, Videos
Customer reviewsCapterra: 4.5 out 5 (569+reviews), G2: 4.6 out of 5 (1046+ reviews)

User opinion

Freshworks offers a powerful software solution to help retail firms gain valuable insights into their customers’ buying patterns and increase sales. It provides an intuitive module of its own that is known as Freshsales, and it can effortlessly send targeted emails, make calls, and reach out to relevant prospects with a single click.

The software is designed to streamline your sales process and save time, so it can focus on building relationships with customers. Unfortunately, the custom modules feature does not open in new tabs like other modules, which is a downside of the software.

2. HubSpot CRM

This is a generalist tool that includes the sales process and marketing. It alerts you by a notification when individual prospects visit your website. It suits all types of businesses.

Webpage of Hubspot


  • Contract Management
  • Lead management and distribution
  • Contact Database
  • Performance Metrics
  • Predictive Analytics
  • Notifications

Some screenshots of Hubspot

Contacts page of Hubspot
Contacts page of Hubspot
Blog performance views of Hubspot
Blog Performance views of Hubspot
Activity views of Hubspot
Activity views of Hubspot


  • Starter- Its starts at $30/per month
  • Professional –Its starts at $800/per month
  • Enterprise – Its starts at $3,600/per month
Starter price of Hubspot
Starter price of HubSpot
Price sheet of HubSpot
Price sheet of HubSpot


  • The basic version also contains many functionalities
  • Provides the best workflow


  • Needs improvement in some of the features

Other details

DeploymentWeb-Based, Cloud, SaaS
Supported device Android, iPhone, iPad
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, 24/7 (Live Rep), Chat
TrainingIn-Person, Live Online, Webinars, Documentation
Supported languagesGerman, English, French, Italian, Japanese, Dutch, Portuguese, Spanish
Customer reviews Capterra: 4.5 out of 5 (3705+reviews), G2: 4.4 out 5 (1817+reviews)

User opinion

It is a  software platform for businesses to streamline their operations and improve customer engagement. With the seamless connection of data, teams, and customers on one CRM platform helps in the easy scale and growth of the business.

It integrates with other tools and services, making managing your marketing, content management, and customer service needs easy. And with a comprehensive suite of sales resources, you’ll have everything you need to close deals and boost your bottom line.

3. Pipedrive

This is a strongly automated, sales-oriented tool. This tool allows you to gather all sales data in one place and helps you to get all the information quickly before a call or meeting.

Webpage of Pipedrive


  • Auto-Responders
  • Customer Tracking
  • Property Matching
  • Collaboration Tools
  • Customer Support
  • Calendar Management
  • Goal Setting 
  • Statistics & Reporting

Some screenshots of Pipedrive

Insights page of Pipedrive
Insights page of Pipedrive
Deals page view of Pipedrive
Deals of Pipedrive
Organisations contacts of Pipedrive
Organisations Contacts of Pipedrive


  • Essential- Its starts at $ 11.90 /per month and $ 9.90 /per year
  • Advanced –Its starts at $ 24.90 /per month and $ 19.90 /per year
  • Professional – Its starts at $ 49.90 /per month and $ 39.90 /per year
  • Enterprise– It starts at $ 74.90 /per month and $ 59.90 /per year
Monthly Plan of Pipedrive
Monthly Plan of Pipedrive
Yearly Plan of Pipedrive
Yearly Plan of Pipedrive


  • Customizable pipelines for sales campaigns 
  • The new app for the caller is useful
  • Accessible to setting up reminders


  • Not easy use for beginners
  • The online app needs improvements

Other details

DeploymentCloud, SaaS, Web-Based
Supported device Mac, Windows, Linux, Android, iPhone, iPad
Supported languagesGerman, English, Estonian, French, Italian, Norwegian, Polish, Portuguese, Russian, Spanish
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, Phone Support
TrainingWebinar, Document, Video
Customer reviewsCapterra: 4.5 out 5(2833+reviews) G2: 4.2 out of 5(1638+reviews)

User opinion

Pipedrive is one of the top CRM software in the market. The software visualizes the sales pipeline, making CRM a breeze for businesses of all sizes. With this software, you can easily trace leads, measure key activities, spot opportunities, streamline sales workflows, and focus on sales success.

The intuitive software interface is designed to make easier navigations. With customizable pipelines, advanced reporting features, and an easy-to-use mobile app, it will have everything you need to manage your sales process from start to finish.


This tool suits freelancers, small businesses, and startups. It provides a comprehensive view of communication through email, live chat, phone, etc.

Webpage of Zoho CRM


  • Activity Dashboard
  • Managing Appointment 
  • Client/Property Matching
  • Managing Campaign 
  • For Mac Devices
  • Business Card/Badge Scanning
  • Catalogs/Categories
Screenshots of leads page view of ZOHO CRM
Leads page view of ZOHO CRM
Open tasks of ZOHO
Open Tasks of ZOHO


  • Easy to deploy and automate the workflows
  • Perfect for startup companies


  • Customization needs coding knowledge
  • Document merging needs improvement

Other details

DeploymentCloud, SaaS, Web-Based
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, 24/7 (Live Rep), Chat
TrainingIn-Person, Live Online, Webinars, Documentation, Videos
Languages Supported Arabic, Bulgarian, Czech, Danish, German, English
Customer reviewsCapterra: 4.3 out 5 (6244+reviews)

User opinion

Zoho CRM is one of the good tools to help sales teams, and businesses track leads and convert them. This software offers detailed CRM information about the quality and type of lead for strategizing. It has advanced features and a simple design that helps increase sales and build stronger customer relationships for increased output. However, it is clunky and takes time to respond from the performance side.

5. Nimble

This tool helps you have the best relationship with customers across all social media platforms. It automatically displays all the contact details and company details of customers, including the details of communication you may have with them.

Webpage of Nimble


  • Reminder
  • Lead management
  • Template Management
  • Contact and customer Database
  • Integration with Social Media
  • Reminders
  • Data Import/Export
Screenshots of deals page view of Nimble
Deals page view of Nimble


  • Billed Annually- Its starts at $24 per user/per month
  • Billed monthly- Its starts at $29 per user/per month
Yearly Price of Nimble
Yearly Price of Nimble
Monthly Price of Nimble
Monthly Price of Nimble


  • Very flexible software
  • Provides excellent customer interaction


The interface is confusing for new users

Other details

DeploymentCloud, SaaS, Web-Based
Supported deviceAndroid, iPhone, iPad
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, Chat
TrainingWebinars, Documentation, Videos
Languages SupportedEnglish
Customer reviewsCapterra:4.4 out of 5 (1863+reviews), G2: 4.5 out of 5(990+reviews)

User opinion

Nimble is an easy-to-use software solution that works seamlessly across all your channels, including Gmail inbox, social media, and the web. The software enriches contacts with social and business data, streamlines workflows, and makes managing people-related processes a breeze.

The workflows are designed to drive business growth by simplifying complex processes and making it easier to manage your customer relationships. And with advanced reporting and analytics features, it can gain valuable insights into sales and marketing strategies, so it can make data-driven decisions to grow your business. 

6. Metrillo

One of the best tools for contact management.

Most of the above systems can be integrated with the Enterprise resource planning systems of the organization.

Webpage of Metrilo


  • Catalogs/Categories
  • Multi-Channel and Email Marketing
  • Order and Promotions Management
  • Templates
Screenshots of live view of Metrilo
Live view of Metrilo


  • Essential- It starts at $119/per month
  • Pro- It starts at $199/per month
  • Premium – It starts from $299/per month
Pricing of Metrilo


  • User friendly 
  • Provides essential data and easy layout
  • Offers the best customer service


  • Needs improvement in customization and automation based on the addition of clients
  • Some essential features are missing

Other details

DeploymentCloud, SaaS, Web-Based
SupportEmail/Help Desk, Knowledge Base, Phone Support, Chat
TrainingLive Online, Webinars, Documentation
Customer reviewsCapterra: 5.0 out of 5(out of 27+reviews)

User opinion

This software can help to grow sustainably with Ecommerce Analytics, CRM & Email customer Retention. Metrillo monitors and analysis the process in real time.  It allows the exploration of comprehensive customer profiles to better understand individual shopping journeys. However, it has limited performance in some of the areas of the software, like being Unable to customize the dashboard and can not create automation or email automating based on additional custom fields. 

7. Salesmate

This software offers simple, personal, and productive experiences for the team and customers. Its feature set allows you to generate leads, close deals, and build lasting customer relationships. It saves you time for your future projects.

Webpage of Salesmate

Key features

  • Product updates
  • Support portal
  • Product integrations
  • Email marketing
  • Case management
Screenshots of Deals Pipeline of Salesmate
Deals Pipeline of Salesmate


The pricing plan offers four types.

Starter, growth, boost, and enterprise, which bills annually and monthly.

  • The starter plan offers $12 bills annually and $15 monthly.
  • The growth plan offers $24 bills annually and $30 monthly.
  • Boost plan offers $40 bills annually and $50 monthly.
  • The enterprise plan is ought to contact the sales team.


  • Excellent email and call tracking system
  • Good customer support
  • It is a user-friendly software.
  • It is more affordable and comes with great support
  • It is very effective in solving customer needs
  • It is good at sending bulk email and bulk text/SMS messages


  • It has trouble syncing with RingCentral
  • The reports are so clumsy to understand.
  • Automation can be more effective.
  • The on and off-call scheduling can be better.
  • The connectivity for the voice dialer can be better.
  • Site error occurs multiple times.

Other details

DeploymentCloud, SaaS, Web-Based
Supported deviceAndroid, iPhone, iPad
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, Phone Support,24/7 (Live Rep), Chat
TrainingIn-Person, Live Online, Webinars, Documentation, Videos
Customer reviewsG2: 4.6 out of 5(63+ reviews), Capterra: 4.7 out of 5 (80+reviews)

User opinion

Salesmate Convert more prospects into customers with targeted emails, texts, calls, and follow-ups – all automated and personalized. It works deeper into the sales pipeline and teams’ performances with built-in intelligence. On the other hand, the voicemail drop feature is not up to the mark. Some uneasiness can be found while using the automated texting portion.

8. Jobin. cloud

It is an all in all automation system. It can build a network of prospects and business contacts as a long-term asset. It is the best software for recruiters, marketers, salespeople, entrepreneurs, and small business owners.

Webpage of Jobin.cloud

Key features

  • Sourcing 
  • Tracking
  • Outreach
  • Marketing automation
  • Job posting
Contacts view of Jobin.Cloud
Contacts view of Jobin.Cloud


The pricing plan introduces four types of plans, free, starter, pro, ultimate for linked-in automation, ats, contact finder, and chatGPT integration, which bill annually and monthly.

Linked-in automationFree7.99 Euros/ month19.99 Euros/ month34.99 Euros/ month
AtsFree16.99 Euros/ month24.99 Euros/ month32.99 Euros/ month
Contact finderFree16.99 Euros/ month34.99 Euros/ month79.99 Euros/ month
ChatGPT integrationFree8.99 Euros/ month28.99 Euros/ month113.99 Euros/ month
Pricing view of Jobin. Cloud


  • It is very easy to find candidates.
  • The integrations are seamless.
  • It is a good platform to facilitate customer access.
  • It is good for fast customer service.
  • It is a user-friendly app.
  • It is a time-saving app.
  • It provides an effective automation process.


  • The ranking system doesn’t provide good results.
  • It doesn’t support json
  • You will not be able to tag team members in comments in the ATS  
  • It seems to be slowness in updating some records
  • Lack of features that facilitate CRM work.
  • It has to spend more time with ChatGBT
  • Not provided iPhone app
  • There is no CRM drip campaign feature   

Other details

DeploymentCloud, SaaS, Web-Based
Supported languagesEnglish
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, 24/7 (Live Rep), Chat
TrainingLive Online, Webinars, Documentation, Videos
Customer reviewsG2: 4.5 out of 5(2+ reviews), Capterra: 4.7 out of 5 (29+reviews)

User opinion

Jobin. Cloud helps in quickly growing your network with unlimited LinkedIn connection requests and creating your ultimate database asset. This is an all-in-one automation tool to build a network of prospects and business contacts as a long-term asset. Jobin. Cloud fully automates recruitment through LinkedIn. On the other hand, it is not the perfect solution for companies looking to recruit actively. It provides no support for pre-hire assessment.

9. Bigcontacts

It is a contact management software that integrates Contact Management and Email Marketing Solutions for Small Businesses.

It is designed for small teams to grow their business through improved contact management. This software can help to build a custom sales pipeline and automatically send personalized emails based on where your prospect is in the cycle.

Webpage of BigContacts

Key features

  • Email tracking
  • Calendar
  • Reports
  • Deal tracking
  • Sales tracking
  • Sales pipeline management
Pipeline view of BigContacts
Automation view of BigContacts


The pricing plan offers three types of pricing, big, bigger, and biggest, which has billing format of monthly and annual.

  • The big plan charges $10 monthly and $60 annually.
  • The bigger plan charges $20 monthly and $15 annually.
  • The biggest plan charges $30 monthly and $25 annually.
Monthly Pricing of BigContacts
Monthly Pricing of BigContacts

Yearly Pricing of Bigcontacts

Yearly Pricing of Bigcontacts


  • It helps us to manage our sales opportunities using a visual pipeline
  • It can add custom stages to this pipeline and move the opportunities with a simple drag-and-drop interface.
  • It can set up alerts to engage with prospects and customers at the most appropriate time. 
  • It helps us to track sales performance with insightful reporting and analytics.
  • It can also drag and drop deals to build a custom pipeline that syncs with the sales cycle.
  • This software grows the sales figure to a great extent
  • It helps to manage opportunities, track pipelines, and all customer communications. 


  • Lag issues occur at times
  • Some more features have to be introduced for smooth using
  • Less support in the mobile version
  • The mobile interface can be improved
  • Troubles in figuring out how to embed videos into emails.
  • The speed of the tool can be below par at times
  • More improvement is needed in task management
  • Lack of advanced features
  • More advanced versions and better functionality are needed.
  • It does not provide a 360° view of contact details.

Other details

DeploymentCloud, SaaS, Web-Based
Supported languagesEnglish
Supported deviceMac, Windows
SupportEmail/Help Desk, FAQs/Forum, Knowledge Base, 24/7 (Live Rep), Chat
TrainingLive Online, Webinars, Documentation, Videos
Customer reviewsG2: 4.5 out of 5 (77+ reviews), Capterra: 4.3 out of 5 (203+reviews)

User opinion

Bigcontacts is a simple CRM and contact management software that easily manages small business prospects and customer relationships.

The software easily automates sales and markets; they track sales data and marketing emails. In addition, it can track contacts, tasks, and calendars. Moreover, it is very easy to use and customize without complexity. 

Difference between the contact management system and CRM system

Both systems work similarly. Both help you to organize and monitor your customer contact. But customer relationship management provides more functionalities.

Some fundamental differences are given below.

Difference between contact management and crm

Automated Process

By automating the whole contact management process, you’ll be able to design a more robust system for managing contacts that is more profitable, efficient, and cost-effective.

The automated system can define the interval at which you can call your potential customer and store all his personal information in a more retrievable manner.

After transforming the prospective visitor into a company customer, the system needs to perform the necessary changes to ensure the highest level of customer satisfaction.

Benefits of Contact Management

An automated system for the management of contact provides the following benefits to the customer:

  • Addressing customer concerns and improving flaws in the product or service
  • Companies can ensure the highest level of customer satisfaction by storing customer records in a retrievable manner with high efficiency and less overhead.
  • Efficiently storing all the customer information from where anyone can access it within the specific organization.
  • Tracking the sales track record of a specific customer allows the company to promote interactive orders to enthusiastic customers.
  • By acquiring more extensive knowledge about the customers’ needs, companies can significantly emphasize sales and convince their customers to buy from them.
  • It is often an excellent practice to make financial dealing face-to-face, leading to better interaction between the two parties.
  • Thereby your visitor has completely transformed into a customer. At this point, it is strongly recommended to register each customer with the company database.
  • The companies can manage to upsell their all products by accumulating customer feedback regularly. The organization can pay special heed to customer preference and psyche and make their product synchronize with customer needs.


So far, we’ve discussed all the critical aspects of the contact management automated system. So far, whatever has been said, it should be taken into consideration that the success of any business, whether a large organization or a small startup, solely relies on the customer’s level of satisfaction.

Because of these reasons, large organizations significantly emphasize the automated contact system to reduce the company overhead and enhance their revenue.

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